These ‘fields’ are each linked to a column in your spreadsheet. Insert Merge Field – Adds a single field of information from your spreadsheet.Greeting Line – Adds a salutation (e.g.Address Block – Adds a formatted address block to the document.Highlight Merge Fields – Used to make fields stand out from other text.You do this via Mailings > Write & Insert Fields, and your options here include: However, to enable the mail merge, you will also need to add ‘fields’ anywhere that you want to insert information from your spreadsheet. Thank you for subscribing to our newsletter!Īfter this, type your template just as you would any document in Microsoft Word. If you are writing a letter, for example, you would pick ‘Letters’ from this list. As part of this, you can choose a document type by going to Mailings > Start Mail Merge and selecting an option from the dropdown menu. If you haven’t already, you can now create a template document. Creating a Template Document Selecting a document type. You can then click Edit Recipient List to view the full list of recipients and, if required, remove entries from the mail merge. This will link your document to the selected workbook. Picking the sheet with the required information and clicking OK.Selecting Use an Existing List and finding your Excel spreadsheet.Going to Mailings > Start Mail Merge > Select Recipients.Opening a new document (or a pre-saved template).To import information from your data source, you will need to select it in Microsoft Word by: Selecting a Data Source in Microsoft Word When you have added all the required information, save your spreadsheet and open Microsoft Word. Make sure all relevant data is included in the first sheet of your workbook.first name, surname, address, postcode, phone number). Create a column for each piece of custom information you want to include in your letter (e.g.The key is to set up your spreadsheet so that Microsoft Word can ‘read’ it easily. For now, though, we’ll focus on using Excel. In each case, this is where it finds the information to insert into a document (e.g. Microsoft Word can use an Excel spreadsheet, an Outlook contacts list or an Access database as a data source for a mail merge. In particular, we will look at how to do this when using an Excel spreadsheet as a data source. In this post, we’ll look at the basics of using mail merge. If, for example, you are sending the same letter to everyone on a mailing list, you can use mail merge to add their names and addresses at the touch of a button rather than typing each one out separately. The mail merge function in Microsoft Word lets you insert information into a template document. When you're done, run your mailmerge.How to Use Mail Merge with Excel in Microsoft Word position the cursor anywhere in this field and press F9 to update it.Īs you can see, the above gives you the flexibility to define outputs formats for your mailmerge that differ from the source data fomats - if that's what you'd like to do. Note: you must use uppercase 'M's for months. Other possible date formatting switches include: With this switch your date will come out as '2 August 2008'. press Ctrl-F9 to reveal the field coding. In Word, add a numeric picture switch to the mergefield. It's not a bug - it's just the way some mailmerge connection types work.
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